The following articles were included in our Exchange Messaging Outlook (EMO) newsletter published on May 9, 2024.
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Today's Highlights »
- Gmail All Mail and Outlook’s Archive folder
- Viewing Archived Messages in a Thread
- Online Status in New Outlook
Gmail All Mail and Outlook’s Archive folder
A user posed an interesting question: He added his Gmail account to new Outlook. There is a folder named Archive and it appears to contain all of the messages in the All Mail folder in Gmail. He wondered if new Outlook is syncing the All Mail folder.
The answer is Yes and No. If you do not have an existing folder named Archive, the All Mail folder is synced to new Outlook’s Archive folder. But not all messages sync, only those messages that that do not have labels.
If you use Archive mail in Gmail (which removes all labels), the All Mail folder will sync to the Archive folder in new Outlook. Messages with labels won't sync as this would create duplicates and increase the storage size in the Microsoft cloud.
The Archive folder - with the file drawer icon - is used with the Backspace key to file mail with one click into a folder that is not named Deleted Items. Yes, years ago people into the zero Inbox plan really did use the Delete key to quickly file mail and clear out the Inbox. (If they had an assistant, the assistant would be tasked with filing the mail into folders.)
If you have a Gmail account in classic Outlook, the first time you click the Archive button, you need to choose the folder to use for archiving. If it is named Archive, that will be used for the Archive folder in new Outlook and the unlabeled mail in the All Mail folder will not sync to new Outlook (or classic Outlook.)
The All Mail folder doesn't sync to classic Outlook because it duplicated mail and doubled the size of the data file. It is possible to force it to sync (instructions at Gmail All Mail and Outlook’s Archive folder)
The API Microsoft uses to sync the mailbox to the cloud can filters out labeled mail, so only unlabeled mail syncs and saving space in the Microsoft cloud.
If you delete a message from the Archive folder in Outlook, it is deleted from the All Mail folder in gmail.com. It can be recovered from Outlook’s Deleted Items or Trash folder in gmail.com.
Viewing Archived Messages in a Thread
While we are on the subject of archiving, a user wanted to know how to get archived messages back in his inbox when someone replies.
Obviously, you can drag the message back to the inbox, but you need to find it first. But there really is no need to move the archived messages back to the Inbox if you are using Show as conversations. Enable the conversation option to "Show Messages from Other Folders" and Outlook will include messages in the Archive folder with the reply in your Inbox.
Online Status in New Outlook
Yes, you can view online status in new Outlook for Windows, although it’s not very useful at the moment (in my opinion). You need to hover over the user’s initials or photos to see the status. The status is not cached locally so it takes a few seconds for the status to update.
You can show or hide the sender image or initials in the message list. The option is in View tab > View settings > Mail > Layout > Sender image.
You will always see the sender photo in the message header area when reading messages but can choose whether to show each sender's image in the message list. The sender's initials will be shown if a photo isn't available, either in the Azure AD or in a photo added to the contact.
If you show contact photos in the message list, the selection check box is available on the select message, To show it for all messages (or when contact photos are turned off), click the box icon to the left of the filter icon at the top of the message list.
New & Updated Microsoft 365 & Exchange Server Support Articles
Hotfix update for Exchange Server 2019 and 2016: April 23, 2024 (KB5037224) - Microsoft Support
New & Updated Outlook Support Articles
May 7, 2024, update for Outlook 2016 (KB5002593) - Microsoft Support
Print to PDF is blocked if Mandatory Labeling is enabled - Microsoft Support
Known issues with Outlook Desktop Shared Calendar Improvements - Microsoft Support
Other Resources
Change Appointment Reminders using PowerShell
Use PowerShell to change the reminder times on Birthdays and other appointments in classic Outlook software.
Gmail All Mail and Outlook’s Archive folder
Using Gmail's All Mail folder in new Outlook or classic Outlook.
Send an Email when you open Outlook
Today's entry in the Fun with Programming series is a macro to send a message every day when you first open Outlook.